Senior Administrator

• To provide a comprehensive, professional, and confidential administrative and secretarial service to the MHST using organisational ability in terms of administrative systems and demonstrating a high level of initiative and motivation.
• To work in a managed rather than supervised environment, responsible for managing and prioritizing own workload.
• To work effectively across the MHST, maintaining good communication and information sharing.
• To organise and coordinate meetings for members of the team including liaising with other departments alongside other members of the Administration team.
• To liaise closely with the Service Leads and take appropriate action in their absence for example, giving procedural and non-clinical advice and information to staff and parents including outside agencies and passing matters on.
• To provide effective communication when dealing with the team and outside agencies.
• To participate and contribute to the maintenance, evaluation, and continuing development of the MHST, including the use of SystemOne

Proposed interview date 2nd March 2026

Main duties of the job

• Answering telephone calls
• Opening and closing referrals
• Supporting clinicians in reducing administration tasks
• Working with the clinical systems database System0ne and other systems
• Updating and overseeing databases

About us

We can offer you:

• Regular appraisal, personal development, planning and opportunities for continuing professional development.
• Opportunities to work closely with a multi-disciplinary team and learn from others.
• 27 days annual leave, 29 if you have worked for the NHS for 5 years and 33 if you have worked for the NHS for 10 years, in addition to 8 days bank holidays, based on full time hours.
• Entitlement to the NHS pension scheme.

Job responsibilities

• Responsible for processing all referrals to MHST
• To plan and organize appointments for the team, demonstrating skills of tact, diplomacy and understanding.
• To be the first point of contact when dealing with all enquiries.
• Communicating with other members of staff within the Trust and external agencies.
• Organise assessments, ongoing therapy, reviews, appointments, and meetings.
• To ensure all correspondence and documents are added to SystemOne records and ensure confidentiality is always maintained.
• To take minutes at meetings as required.
• To liaise with the Development Lead to ensure the smooth running of the service
• Ability to maintain judgement under pressure and work within agreed deadlines.
• To make appropriate decisions on matters arising and refer relevant matters on to the most suitable person
• To be able to manage constant changes to plans and work without direct supervision and use independent judgement.
• To use own initiative in designing and completing forms for collection of data and the use by the professional staff.

Person Specification Other Requirements

• Fluent communicator with excellent written English
• Significant secretarial experience with experience in health care setting
• Hold a full, valid, UK driving licence
• Have access to a car to use for business purposes (unless you have a disability as defined by the Equality Act 2010)
• Experience of working with the public particularly on the phone
• Experience of supporting a large busy team in an admin capacity
• Knowledge and experience of working with computerised data collection systems
• Proven ability to manage own workload in a busy, fast moving environment
• High level of accuracy and attention to detail
• Experience of working with NHS record keeping systems such as SystmOne
• Demonstrates an interest in mental health & wellbeing

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

£27,485 to £30,162 a yearper annum (pro rata)

Contract

Permanent

Working pattern

Part-time,Job share,Flexible working,Compressed hours